Written by Betty
South Burnaby Garden Club
Executive Meeting February 13, 2018
Minutes
Due to inclement weather the meeting was cancelled. The steering committee decided to compile reports by email for a virtual meeting
Recorder: Betty
Minutes
Treasury Report: Elizabeth (by email)
Will be attached to the minutes in the ‘red book’.
Elizabeth mailed the registration for Jean and Dan to attend the March 10th BCCGC AGM. A cheque for $80 was included. The 2017 financials were delivered to the auditor on Feb. 8th. She emailed her report today (Feb. 18th). Looks like we “passed inspection”. I will give her a cheque for $280.00 on Tues., Feb.20th when she returns all the records. Note that the cost of the audit has increased by $30.
Float for the plant sale at the monthly meetings: My suggestion is that Judy K. uses the $20 float that I keep on hand.
Secretary: Betty (by email)
Branko has been sent the March decorative. It will be based on the presentation at the February meeting. Betty spoke to Jeanne Noel about the 2018 Showbench and the need to get the full year to Branko in a timely manner. She is not sure if she will be able to do so due to health concerns. We have left if that she will plan to judge in March. Betty will confirm prior to the meeting.
Guest speaker / Advertising Coordinator: Lucette (by email)
There is no confirmed speaker for March.
Bonsor Liaison and Membership: Syl
Rents are up to date. Bonsor is looking for our insurance, it usually comes before mid March from BC Council of Garden Clubs
Membership report for Feb. 30 memberships for 38 people 7 families & 23 singles. Revenue generated in 2018 $445 75% receive e-mail bulletins.
Syl has sent notice for bulletin to Branko re fee increase to $20 & $25
Bulletin: Branko Matovic
More material needed for the March bulletin.
Sunshine: Judy Vander
Card to be sent to Virginia Rutherford on the loss of her sister.
Fall Fair: Dan Oldroyd by phone
Status quo until the April meeting. Will review the judging plans and the schedule at the first meeting.
New Business
Christmas Party: Judy Vander (by email)
I am forwarding this quote for our upcoming Xmas Dinner from Sugar Mountain Caterer’s in New Westminister. I have spoken personally with the owner David MacMillan. They have been in business for 17 years apx. ( 1999). I have also contacted two references he supplied me with which were both very favourable.
The menu he is proposing is allowing us more food than we have previously got from Paul Bates. He has also given me a vegetarian dinner option which is a ” butternut squash ravioli”. There is an error on the ” liquor license ” price however, & it will be the usual $60. fee we have been paying in the past. so disregard the $3 pp corkage fee. He has also said that ” gratuities” are not added to our bill, however we could offer a small amount if everyone agrees.
ALso, we can cut costs by eliminating the tablecloth rentals & buying the red & green plastic ones from dollar store, which we use at our Potluck with no problem. He is fine with that. I would pick them up & drop off for his staff to set tables with. That would save us apx $100. on 8 tables. He has worked in Bonsor before for various functions & is familiar with the lay out.
Judging by the spread sheet Syl prepared for the 6 or 7 quotes I got last year, we are lucky to find someone like this for the price ( $25 pp ). All the quotes we got were well over Paul Bates and out of our price range. I would seriously urge the committee to give this caterer a chance and confirm our date while it is still available. If you are in agreement, we would need Elizabeth to provide a cheque for the required 50 % deposit. ( I would estimate this on 60 persons) The actual ticket pricing can be determined by your committee at a later date. Thank you for the opportunity to bring this matter to your attention.
The steering committee approved the quote.
The new caterer is planning to contact Elizabeth in the near future with the amount of the down payment required for the 2018 Christmas Party reservation. She plans to deliver the cheque to his place of business.
Plant Sale: Lucette (by email)
Lucette spoke to Charmaine/May and answered most of her questions. She will get flyers printed for the March meeting. She will buy a few prizes, but perhaps less than what Judy has done in the past.
We probably need a short write up about the plant sale for the bulletin, maybe same as last
NEXT Exec meeting will be March 12, 2018 at Dan’s, Betty to chair.
2018 Schedule
Feb steering, March meeting: Syl, Syl to host Feb 13th at Syl’s
March exec for April meeting: Betty, Dan to host
April exec for May meeting: Lucette, Dan to host
May exec for June meeting: Lucette, Dan to host
June exec for July meeting: Lucette, Dan host
July exec for August meeting: Syl, Syl to host
August exec: Dan, Dan to host
September exec for Oct meeting: Dan, Dan to host
October exec for November meeting: Betty, Dan to host
Nov exec for Christmas party: Elizabeth, Elizabeth to host